Why preparation matters
Most SMBs walk into their first IT consulting meeting unprepared. They don't know their current setup, can't describe their pain points clearly, and have no idea what they want. The result: the consultant spends 90 minutes guessing, the proposal comes back generic, and everyone wastes time.
The fix is simple: spend 30 minutes before the meeting answering nine questions. The meeting becomes productive. The proposal becomes specific. You get a clear comparison.
The 9-Point Checklist
1. Inventory: What do you actually have?
List every device: laptops, desktops, servers, phones, tablets, printers, network gear. For each: how old, what OS, what software. Don't worry about getting it perfect — 'roughly 15 laptops running Windows, mix of 10 and 11' is enough.
2. Pain points: What frustrates you most?
Be specific. 'IT is always breaking' is vague. 'Printers stop working every Friday and the office manager loses 2 hours each time' is actionable. List 3–5 pain points in priority order.
3. Goals: What would success look like?
If the consultant did everything right, what changes for your business? Faster support? More uptime? Less time thinking about IT? Clear goals help the consultant prioritise.
4. Budget: What can you spend monthly?
Be honest. A good consultant can tailor scope to budget — a 20-device SMB with €800/month gets a different plan than one with €2,500/month. Hiding your budget leads to proposals that don't fit.
5. Timeline: When do you need this solved?
Tomorrow because you had an incident last week? Next quarter because your current contract expires? Knowing the timeline helps the consultant plan the integration process, not just proposal.
6. Current setup: Who handles IT today?
Internal IT person? Family member who 'knows computers'? An external freelancer? No one? Each scenario leads to a different proposal — and reveals risk (single point of failure).
7. Decision maker: Who signs the contract?
Sounds obvious, but it's not. If the owner decides but the office manager signs, the proposal goes nowhere. Make sure the right person is in the meeting from the start.
8. References: Who do you trust on IT advice?
Your accountant? A peer business owner? A friend in tech? Tell the consultant. It signals what kind of advice you value — financial rigour, practical experience, or technical depth.
9. Expectations: What won't the consultant do?
Be clear about boundaries. Are you okay with remote-only support, or do you need on-site visits? Are you okay with the consultant talking to your staff directly, or only through you? Setting expectations prevents friction later.
What to bring to the first meeting
- Your 9-point checklist answers (printed or on laptop)
- Current IT invoices or contracts (if any)
- List of critical systems that must not go down (e.g., POS, accounting)
- Names of staff who need admin access
- A list of past IT incidents and how they were resolved
Red flags to watch for
Walk away if the consultant: promises zero downtime (impossible), refuses to share pricing upfront (transparency issue), badmouths all competitors (unprofessional), or can't explain their SLA in numbers.
What a good IT consultant does differently
A good consultant listens more than they talk. They ask about your business, not just your IT. They propose phased plans, not big-bang transformations. They share pricing upfront and explain every line. And they leave you with a clear next step — even if that next step is 'go think about it for two weeks'.
Ready to prepare your first IT consulting meeting?
KPX offers a free initial consultation. Bring your 9-point checklist answers and we'll show you what a transparent IT engagement looks like.